Home Education Minutes: How to write minutes?

Minutes: How to write minutes?

Minutes

Minutes is a written report on the various sessions: meetings, trials, as well as a document that confirms the execution of some tasks and describes its course, for example: an observation report, an acceptance report, and many more. Minutes is an official document, opposed to normal report is a subject to strict rules.

The most frequently a minute-taker during the meeting makes only notes, and the final version of the text is made later.

Composition

  1. Header (“Protocol of …”);

  2. The date and place of the meeting;

  3. Participants – a list of names (if a group was very large, an attendance list should be included);

  4. Pointing out agenda;

  5. Information about the start;

  6. Course of the meeting (who was taking the floor, the subject of discussion, what were arguments and counterarguments, how long the meeting lasted, how it proceeded, what decisions were made, etc.);

  7. Conclusions, findings, postulates (e.g. “At the meeting it was decided that …”);

  8. Information on completion;

  9. Signatures of the chairman (on the right side) and the minute-taker (on the left side);

  10. Attachments.

Template

Minutes – template

MINUTES
of ………………………………………

On ……………[the date of the meeting]…………… in ……………[ the place]……………[name of organization]…………… meeting was held.

Personnel

  1. ……………[Name and surname]…………… – ……………[position]……………
  2. ……………[Name and surname]…………… – ……………[position]……………
  3. ……………[Name and surname]…………… – ……………[position]……………
  4. ……………[Name and surname]…………… – ……………[position]……………

Agenda of the meeting

  1. Opening of the meeting by ………………………………………
  2. Presentation of the agenda by ………………………………………
  3. Statement …………… on ……………
  4. Covering the case …………… by ……………
  5. Discussion
  6. Conclusion
  7. Closing of the meeting by ………………………………………

The course of the meeting

Ad 1. The meeting was opened by ……………

Ad 2. ………………………………………

Ad 3. ………………………………………

Ad 4. ………………………………………

Ad 5. ………………………………………

Ad 6. ………………………………………

Ad 7. ………………………………………

CHAIRMAN
……………[signature]……………

MINUTES-TAKER
……………[signature]……………

Attachments:
1. ………………………………………
2. ………………………………………

Example

Minutes – example

MINUTES
of the founding meeting of Rawka Protection Club association

On May 8-th, 2009 in Skierniewice in 7 Płytka Street founding meeting of association – Rawka Protection Club was held there.

20 people attended the meeting – the attendance list attached.

Meeting was opened by the Roman Kowalski, who proposed the following agenda:

  1. General description of the activities of the association;
  2. The vote on the founding of the association;
  3. Election of association of administration;
  4. Any other conclusions.

Ad 1.
Roman Kowalski presented the activities of the association. The main objective of the association is to improve the quality of life of rural area residents through improvement of entrepreneurship and human capital.

Two main subjects will include:

  1. Improving the quality of life in rural areas;
  2. The use of natural and cultural resources, including the potential of areas belonging to the Natura 2000 program.

Ad 2.
During the open voting, they unanimously voted for foundation Rawka Protection Club.

Ad 3.
There were three people, who have agreed to be candidates to the Board of the Association. After an open vote the Board was unanimously elected; it consisted of: Roman Kowalski, Paweł Koseła, Marzena Uszek.

Ad 4.
As any other business, some comments regarding the financing of the association, as well as its promotion were submitted. It will be considered at the next meeting.

Roman Kowalski ended the meeting and he said goodbye to the gathered people.

CHAIRMAN
Roman Kowalski

MINUTES-TAKER
Joanna Cedoń

Attachments:
1. An attendance list

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